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Admin 201 Certified Administrator Notes PDF
Admin 201 Certified Administrator Notes PDF
1. Company Information:
○ Here you can find (and modify) your organization details: like Organization Name, Primary Contact, Default locale, default language,
currency locale, used data / File Space, API requests, Salesforce.com organization ID.
○ An overview of user licenses : Salesforce, Salesforce platform, Force.com, Knowledge Only, Chatter Free, Chatter external, Chatter
only/plus, Customer portal, Partner
○ Feature licenses : Marketing user, Offline user, Knowledge user, Force.com Flow user, Service cloud user, site.com contributor,
site.com publisher, Mobile user, Salesforce CRM Content user, live agent user
○ User Licenses show status, total licenses, used licenses, remaining licenses and expiration date.
○ Feature licenses are the same but do not show an expiration date as they are attached to a user license and enables extra features
for that user using checkboxes on the user's detail page
2. Fiscal year:
Standard Fiscal Year: Follows the Gregorian calendar, starts first day of a month you chose
Custom Fiscal Year: Follows a custom structure you can define, once a custom fiscal year chosen, you can't disable it!!!
(Changing the start month may delete existing forecasts, forecast history, forecast overrides, reports and all quotas.
3. Business hours: Here you can set the days and hours that your support team is available. When using escalation rules, these hours
determine the times at which cases can be escalated. Blank hours means that nobody works within the org that day. Business hours are not
the same as login hours, and have no impact on the fact that users can log in or not!
4. Holidays: Holidays are dates and times at which business hours are suspended. Enter the dates and times at which to suspend business
hours and escalation rules associated with business hours
5. Language settings: where you set end user and platform only languages. These do not include the "help & training section" nor the "admin
setup" (these sections cannot be translated). Languages that appear in gray are currently used by your company, users, or both and can't be
deactivated
User Licenses:
Salesforce: Full access, can access any standard and custom app.
Salesforce Platform: Users can access custom apps (incl. AppExchange) but not standard CRM functionality (forecasts, opportunities). In addition
can use core platform functionality (Accounts, contacts, reports, dashboards, documents and custom tabs) Users with this license can only view
dashboards if the running user also has the same license.
Communities: There are 2 community licenses available for external users: Customer Community and Partner Community
Force.com: Users can access one custom app but not standard CRM functionality. Read only on Accounts and Contacts objects. Users with this
license can only view dashboards if the running user also has the same license.
Chatter Free: Users can access standard Chatter people, profiles, groups, and files. They can't access any Salesforce objects or data. You can
upgrade a Chatter Free license to a standard Salesforce license at any time, however, you can't convert a standard Salesforce or Chatter Only
license to a Chatter Free license.
Chatter External: Designed to allow customers in Chatter groups. Customers are users outside of a company’s email domain.
Customer portal: Allows contacts to log into your Customer Portal to manage customer support
Customer Portal - Enterprise Administration: Allows contacts with unlimited logins into your Customer Portal to manage customer support
Authenticated Website license: is designed to be used with Force.com Sites. It gives named sites users unlimited logins to your Platform Portal to
access customer support information.
Gold Partner user license: can only access Salesforce using the Partner Portal. Specific permissions to different objects can be given.
NOTE: Changing a user license of a user also removes the permission sets assigned to that user!
Feature Licenses:
(You may have more than one type of feature license available to assign to the users in your organization. A feature license entitles a user to an
additional Salesforce feature, such as Marketing or Connect Offline.)
Marketing user, Offline user, Knowledge user, force.com flow, Service cloud user, site.com contributor, site.com publisher user, Mobile user,
Salesforce CRM Content user, live agent, data.com, work.com
For file storage, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated a per-user limit multiplied
by the number of users in the organization plus an additional per-organization allocation. For example, an Enterprise Edition organization with
600 users receives 1,211 GB of file storage, or 2 GB per user multiplied by 600 users plus an additional 11 GB. A Professional Edition organization
with 600 users receives about 370 GB of file storage, or 612 MB per user multiplied by 600 users plus an additional 11 GB.
For data storage, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated either 1 GB or a per-user
limit, whichever is greater. For example, a Professional Edition organization with 10 users receives 1 GB because 10 users multiplied by 20 MB per
user is 200 MB, which is less than the 1 GB minimum. A Professional Edition organization with 100 users receives more than the 1 GB minimum
because 100 users multiplied by 20 MB per user is 2,000 MB.
If your organization has enabled Shared Activities, you can relate as many as 10 contacts to non-recurring and non-group tasks, and non-recurring
events. You assign one primary contact; all others are secondary contacts. The primary contact appears in two reports: Tasks and Events, and
Activities with Cases. If you delete the primary contact, the next contact on the activity’s related list becomes the new primary one. If that’s not
the primary contact you want, you can edit the activity to select another.
Standard apps: (Sales, Call Center, Marketing, Community, Site.com, Salesforce Chatter)
My Domain: Once the new domain name deployed to users, you cant reverse it. Up to 40 characters. You have the option of redirecting the users
(deploy) or block login from old domain (Prevent login from login.salesforce.com to provide better security) – check login history to see.
Format is: https://customdomainname.my.salesforce.com
In Salesforce, every user is identified by a username, password, and a single profile. The profile
determines what tasks users can perform, what data they see, and what they can do with the data.
A user can be assigned to one or more of feature licenses. You can also set up accounts for users outside
your organization who need to access a limited set of fields and objects. These user licenses can grant
access to Customer Portal and partner portal.
Using Salesforce to Salesforce, you can create connections to share records with other Salesforce users
outside of your organization.
1. Check login history (to see what the problem is? Usually a password lockout after invalid password, if
password is the problem, reset password to send a new password and then unlock. Lockout could be
temporary or admin reset)
(if no incorrect attempt then the user was using an invalid email/username to login)
2. If access problems are one of the below then identity must be confirmed:
a. Does user profile have any login restriction?
b. Does user IP address in organization’s trusted IP range? (Only user with an activated IP address can
login)
IP address considered activated if IP address falls within trusted IP ranges
IP address previously activated by user
Browser can be identified by a cookie
Grant login Access: only users themselves can grant login access to the administrator
There is the possibility to log a case at Salesforce to open up "Login as-function" on your production
environment.
o If you change a user’s email address and generate new password and notify user immediately is
selected, a confirmation message will be sent to the new email address that you entered. The user must
click the link provided in that message for the new email address to take effect. This process ensures
system security. When generating a new password for a user, the new password is automatically sent to the
user’s email address and email verification is not enforced.
o If you change a user's username, a confirmation email with a login link is sent to the email address
associated with that user account. Problems might occur because an organization could have multiple login
servers. The link in the email connects directly to the server where the actual username change was made.
This ensures that users can always log in, even if server replication is slow
o Click Grant Checkout Access to give a user access to Checkout. Using Checkout, the user can purchase
Salesforce licenses, AppExchange app licenses, and other related products. Additionally, within Checkout,
the user can view the organization's quotes, installed products, orders, invoices, payments, and contracts.
4. Distinguish between and identify the implications of the various user interface features that an
administrator controls
User Interface (Customize | User Interface)
ロ Enable Collapsible Sections: Sections on object detailpages can be (un)collapsed (call center users
won’t see incoming calls if they collapse sidebar)
ロ Show Quick Create: The Quick Create area on a tab home page allows users to create a new record
quickly with minimal information. This setting also affects whether or not users can create new records
from within the lookup dialog. For example, with the setting enabled, users can create a new account
within the account lookup dialog while creating or editing a contact. Disable this to avoid too many
incomplete records.
ロ Enable Hover Details: Display an interactive overlay containing detailed information about a record.
The fields displayed are determined on the object's mini page layout.
ロ Enable Related List Hover Links: Related list hover links display at the top of record detail pages
and custom object detail pages in Setup.
ロ Enable Separate Loading of Related Lists: Primary record details load first, followed by related list
data. Separate loading can improve performance on record detail pages for organizations with large
numbers of related lists.
ロ Enable Inline Editing: This doesn't enable inline editing for profiles. Inline editing isn't available
for accessibility mode, system fields, formula fields, case assignments, case email notifications, lead
assignments, setup pages, on records for which you have read-only access, dashboards, documents,
pricebooks, on records for which you have read-only access, All fields in Tasks except for Subject and
Comment, All fields in Events except for Subject, Description, and Location, Full name fields of Person
Accounts, Contacts, and Leads. However, their component fields are editable, for example, First Name and
Last Name.
ロ Enable Enhanced Lists: When enabled with the Enable Inline Editing setting, users can also edit
records directly from the list, without navigating away from the page
ロ Enable New User Interface Theme: Some Salesforce features like Chatter need the new user interface
theme. Disabling the new user theme disables Chatter
ロ Enable Tab Bar Organizer: automatically arranges tabs in the main tab bar to prevent horizontal
scrolling of the page. It dynamically determines how many tabs can display based on the width of
the browser window and puts tabs that extend beyond the browser's viewable area into a drop-
down list.
ロ Enable Printable List Views: Printable list views allow users to easily print list views.
ロ Enable Spell Checker: the Check Spelling button appears in certain areas of the application where
text is entered, such as sending an email, or when creating events, tasks, cases, notes, and solutions.
ロ Enable Spell Checker on Tasks and Events: specifically for Tasks and Events
ロ Enable Customization of Chatter User Profile Pages: Enables the profile page which the user can put
extra information about himself. If not enabled only Feed and Overview tabs will be visible
Sidebar
ロ Enable Collapsible Sidebar: gives users the ability to show or hide the sidebar on every page that
normally includes the sidebar.
ロ Show Custom Sidebar Components on All Pages: If you have custom home page layouts that
include components in the sidebar, this option makes the sidebar components available on all pages
for all users in your organization. If you only want certain users to view sidebar components on all
pages, grant those user the “Show Custom Sidebar On All Pages” permission.
Calendar
ロ Enable Home Page Hover Links for Events: Enables hover links in the calendar section of the
Home tab.
Setup
ロ Enable Enhanced Page Layout Editor: Enables WYSIWYG editor
ロ Enable Enhanced Profile List Views: With inline editing in enhanced profile list views, you can
manage multiple profiles at once.
ロ Enable Enhanced Profile User Interface: easily navigate, search, and modify settings for a single
profile
ロ Enable Streaming API: to activate Streaming API, which allows you to receive notifications for
changes to data that match a SOQL query that you define
ロ Enable Custom Object Truncate: permanently removes all of the records from a custom object while
keeping the object and its metadata intact for future use.
Accessibility Mode is an alternate user interface mode intended for use by visually impaired users
utilizing a screen reader such as JAWS or Window-Eyes. Accessibility Mode will disable some user
interface features, such as displaying details on hover, inline editing, new user interface theme and
should not be enabled by users not using screen readers.
1. Object level security: (What objects can a user see?) (It is set in user Profiles and Permission sets) to
prevent user from viewing, creating, editing or deleting any instance of a particular type of object. It allows
us to hide whole tabs & objects from particular users. User wouldn’t even know the object exists. (Tab
settings, Standard / Custom object permissions)
On the platform, we set object-level access with object permissions in user profiles and permission sets
2. Field level security: (What fields on those objects can a user see?) (In user Profiles and permission
sets) (Field level access with field permissions) a variation of object level security. User is prevented from
a particular field without having to hide the whole object, such as “max salary” or “SS”.
3. Record level security: (Org. wide defaults (Which records should be hidden by default?), Role
hierarchy / Sharing model / Manual sharing (What exceptions should we make?))
Organization-wide defaults allow us to specify the baseline level of access that a user has in your
organization. For example, we can make it so that any user can see any record of a particular
object to which their object permissions give them access, but so that they'll need extra
permissions to actually edit one.
Role hierarchies allow us to make sure that a manager will always have access to the same records
as his or her subordinates. (vertical)
Sharing rules allow us to make automatic exceptions to organization-wide defaults for particular
groups of users. (horizontal)
Manual sharing allows record owners to give read and edit permissions to folks who might not
have access to the record any other way.
Profiles: (compulsory when setting up the user, user must be associated with a profile)
A collection of settings (what user can see) and Permissions (what user can do)
A profile contains user permissions and access settings that control what users can do and see within
their organization. Profiles are typically defined by a user's job function (for example, system
administrator or sales representative), but you can have profiles for anything that makes sense for your
organization.
A profile can be assigned to many users, but a user can be assigned to only one profile at a time, where
all of the members of the group have the same folder permissions and access to the same software.
Profiles never override organization’s sharing model or role hierarchy. (Exp: A profile set to allow a user
access to create, edit, delete leads but a user with above profile cannot edit, delete other users leads if
organizations lead sharing model is read only)
Profiles control:
o Which standard and custom apps users can view?
o Which tabs users can view?
o Which record types are available to users?
You can use standard profiles, or create, edit, and delete custom profiles. For standard profiles, only
certain settings can be changed. You can never edit object permissions on a standard profile. So you must
first clone the standard profile to create a custom profile and then assign user and then use permission
sets to grant additional permissions.
When a custom object is created, most profiles don’t give access to the object (except those with “modify
all data” under Profiles| Standard Object Permissions and Custom Object Permissions)
Permission Sets: (Administrative and General) (Standard object permissions, custom object
permissions) is a collection of settings and permissions that determine what a user can do. If the custom
box is not checked it is a standard profile and we cannot edit standard profiles permission set. But we can
choose which tabs should appear at top of user’s / profile’s page and also select which apps to display in
Force.com. (Default on (displayed on top of user’s page),Default off (hidden from user’s page but
available when all Tabs is clicked), Tab hidden (completely hidden)
Hiding a tab is not sufficient to prevent a user from accessing records of that tab
You can only assign permission sets that have the same user licenses as the user or permission sets with
no associated license. You cannot change the license later.
Select the type of users who will use this permission set:
Who will use this permission set?
If you plan to assign this permission set to multiple users with different licenses, choose '--
None--'.
If only users with one type of license will use this permission set, choose the same license
that’s associated with them.
Although there is permission to create, read or edit on an object does not necessarily mean users will be
allowed to read every object’s record because:
1. Permissions on a record always evaluated according to a combination of object, field and record level
permissions
2. When object vs. record level permissions conflict, the most restrictive setting wins. (If a record level is
more restrictive, although object level allows it, still the record level wins because it is more restrictive)
1) Roles Hierarchy: Open up access (vertical) Create role hierarchy to give access to the managers of the
account owners (managers inherit the privileges of user below them) (Allows to make sure that a
manager will always have access to the same records as his subordinates).
Users who need access to same records can be grouped together with Sharing rules.
Exceptions to Role Hierarchy-based Sharing
o Users can always view and edit all data owned by or shared with users below them in the role
hierarchy.
o An option (Grant Access Using Hierarchies) on your organization-wide default allows you to
ignore the hierarchies when determining access to data. Grant using hierarchies cannot be disabled
for standard objects.
o Contacts that are not linked to an account are always private. Only the owner of the contact and
administrators can view it. Contact sharing rules do not apply to private contacts.
o Notes and attachments marked as private via the Private checkbox are accessible only to the
person who attached them and administrators.
o Events marked as private via the Private checkbox are accessible only by the event owner. Other
users cannot see the event details when viewing the event owner’s calendar. However, users with the
“View All Data” or “Modify All Data” permission can see private event details in reports and
searches, or when viewing other users’ calendars.
o Users above a record owner in the role hierarchy can only view or edit the record owner’s records
if they have the “Read” or “Edit” object permission for the type of record
2) Sharing rules: (based on record owner or criteria) opens up access (horizontal/lateral), used by the
admin it is a way to automatically grant users access to objects when OWD or Role hierarchy doesn’t
allow it. (Allows making automatic exceptions to organization wide defaults for a particular group of
users) (Sharing rules works best if used on a predicted group of users {Roles}. Exp: Recruiters all belong to
either recruiting manager or recruiter roles, sharing rules works best but for interviewers, a new set of
interviewer will be assigned for each job. Hiring manager will be using a different set of interviewees
depending on the position they are hiring for. Team of interviewees is hard to predict. )(Manage Users |
o Sharing rules allow you to selectively grant data access to defined sets of users.
o You can use sharing rules to grant wider access to data. You cannot restrict access below your
organization-wide default levels.
o Sharing rules apply to all new and existing records that meet the definition of the source data set.
o Sharing rules apply to both active and inactive users.
o When you change the access levels for a sharing rule, all existing records are automatically updated to
reflect the new access levels.
o When you delete a sharing rule, the sharing access created by that rule is automatically removed.
o When you transfer records from one user to another, the sharing rules are reevaluated to add or remove
access to the transferred records as necessary.
o When you modify which users are in a group, role, or territory, the sharing rules are reevaluated to add
or remove access as necessary.
o Sharing rules automatically grant additional access to related records. For example, opportunity sharing
rules give role or group members access to the account associated with the shared opportunity if they do
not already have it. Likewise, contact and case sharing rules provide the role or group members with
access to the associated account as well.
o If multiple sharing rules give a user different levels of access to a record, the user gets the most
permissive access level.
o Users in the role hierarchy are automatically granted the same access that users below them in the
hierarchy have from a sharing rule, provided that the object is a standard object or the Grant Access Using
Hierarchies option is selected.
o Regardless of sharing rules, users can, at a minimum, view the accounts in their territories. Also, users
can be granted access to view and edit the contacts, opportunities, and cases associated with their
territories' accounts.
o Making changes to sharing rules may require changing a large number of records at once. To process
these changes efficiently, you request may be queued and you may receive an email notification when the
process has completed.
o You can create rules to share records between most types of Customer Portal users and Salesforce users.
Similarly, you can create sharing rules between Customer Portal users from different accounts as long as
they have the Customer Portal Manager user license. However, you can't include high-volume portal users
in sharing rules because they don't have roles and can't be in public groups.
o You can easily convert sharing rules that include Roles, Internal and Portal Subordinates to include
Roles and Internal Subordinates instead by using the Convert Portal User Access wizard. Furthermore, you
can use this wizard to convert any publicly accessible report, dashboard, and document folders to folders
that are accessible by all users except for portal users.
o Lead sharing rules do not automatically grant access to lead information after leads are converted into
account, contact, and opportunity records.
o In a master detail object relationship, you cannot create a sharing rule for a detail object, it is inherited.
Sharing rules based on Record owner or based on Criteria:
Criteria-based sharing rules determine whom to share records with based on field values in records. For
example, let's say you use a custom object for job applications, with a custom picklist field named
“Department.” You can create a criteria-based sharing rule that shares all job applications in which the
Department field is set to “IT” with all IT managers in your organization.
Profiles and permission sets – Objects and fields level access permissions
Roles – Record level access permissions through role hierarchy and sharing rules
Sharing rules and role hierarchies can never be stricter than our org-wide default settings.
A public group is a collection of individual users, other groups, individual roles, and/or roles with their
subordinates that all have a function in common. Using a public group when defining a sharing rule
makes the rule easier to create and, more important, easier to understand later, especially if it's one of
many sharing rules that you're trying to maintain in a large organization. You'll need to create a public
group if you ever want to define a sharing rule that encompasses more than one or two groups or roles,
Lookup
This type of relationship links two objects together. Simple relationship between 2 objects. Lookup
relationships are similar to master-detail relationships, except they do not support sharing or roll-up
summary fields.
Exp: job application object – (lookup field that references) – Position records (Then many job
applications can be related to a single position record)
With a lookup relationship, you can:
o Link two different objects. (new position field on job application record, job application related list on
position object)
o Link an object with itself (with the exception of the user object {Hierarchical} user can not be added to
related lists because it is a unique standard object). For example, you might want to link a custom object
called “Job Application” with itself to show two applications are related to the same job.
When you define a lookup relationship, you have the option to include a lookup field on the page layouts
for that object as well as create a related list on the related object's page layouts.
You can't delete an object or record in a lookup relationship if the combined number of records between
the two linked objects is more than 100,000. To delete an object or record in a lookup relationship, first
12. Given a scenario, determine the appropriate fields and page layouts for custom and standard
objects
13. Explain how to create, delete, and customize record types for custom and standard objects
14. Given a scenario, determine the appropriate record types and business processes for custom and
standard objects
For custom objects: Create | Objects |---Object | Record Types
For standard objects: Customize |---Object | Record Types
Record types allow you to specify categories of records that display different picklist values and page
layouts. You can also associate record types with profiles, so you can specify the picklist values and page
layouts. You can also associate record types with profiles, so you can specify the picklist values and page
layouts that different types of users can see in record detail pages.
Exp: Record types – IT positions, Non-IT positions (these are record types) (need a separate page
layout for each record type)
Both usability and data integrity are adversely affected by irrelevant data. So take away unnecessary
choices by utilizing record types.
Leads: Not a customer yet but person / org / company that is interested in working with your company
1. First search Salesforce to see if lead has already been created
2. Add lead manually to create new lead
3. Import wizard for leads (under lead tab) or data management | Import leads (<= 50,000)
4. Web to lead
Leads are converted into an account or an opportunity in order to be a part of org’s sales pipeline
Lead status:
Open – not converted
Working – contacted
Closed – Converted
Closed – Not converted
Once converted lead creates (1. Account, 2. Contact record, 3. Associated opportunity) and also assign an
activity to do for the record owner
Accounts & Contacts: is an org/individual/company involved with your organization as a customer,
competitor and partner. (Already established relationship)
Create account manually using the sidebar or account tab | New
Import my Accounts & Contacts (≤ 500 records) (importing can also be done via outlook, Act!, .csv,
data.com)
Contact: Any point of contact/individual/influencer associated with an account. Any contact can be
related to multiple opportunities.
For multiple users: Setup | Data Management | Import Accounts | Contacts to import accounts and
contacts (ONLY AVAILABLE TO THE SYSTEM ADMINISTRATOR)
For self user: personal setup | Import| Import my accounts and contacts
Opportunity: potential revenue generating deal / event that you want to track in Salesforce (won deals,
lost deals)
Tracking a deal in Sales pipeline: (opportunity) Create Opp Update Opp Close Opportunity
Create opportunity – when converting lead to account
Create opportunity – Create new (sidebar)
Create opportunity –from opportunity tab | New
Create opportunity –from related lists
Enterprise and unlimited editions can assign sales teams to opportunities
An opportunity alert: sends a notification the first time an opportunity reaches the threshold. So, an
opportunity that reaches the threshold with 90% probability will not trigger additional alerts if the
probability subsequently goes higher. However, an opportunity that already triggered an alert and then
fell below the threshold can trigger a second alert if it crosses that threshold again.
Big Deal Alert: Your organization can use alerts that automatically send an email notification for
opportunities with large amounts (to any email and opportunity owner). Customize this alert to send an
email when an opportunity reaches a threshold. Your threshold consists of an opportunity amount and
probability. For example, you may want to send an email to your team that an opportunity of $500,000
has reached a probability of 90%. Setup | Customize | Opportunities | Big Deal Alert
A Sales Process contains the Stages an Opportunity follows through its sales cycle.
Similar Opportunities: This feature allows a user to search for opportunities that share common fields
with the user's opportunity. Once enabled, a Similar Opportunities related list appears on the
opportunity record. After creating a new Sales Process, associate it with one or more Opportunity Record
Type to apply it to new opportunities.
Predicting and Planning Sales Cycles:
1. Forecast sales revenue
2. Plan and predict your pipeline
3. Meet or exceed your quotas
17. Given a scenario, identify the capabilities and implications of the sales process
Salesforce CRM Record Lifecycle
The capabilities of Salesforce CRM provides for the processing of campaigns through to customer
acquisition and beyond as shown in the following diagram:
1. Marketing Administration: At the start of the process, it is the responsibility of the Marketing team to
develop suitable campaigns in order to generate leads.
2. Campaigns: Campaign management is carried out using the Marketing Administration tools and has
links to the lead and also any opportunities that have been influenced by the campaign.
3. Marketing/Sales: When validated, leads are converted to accounts, contacts, and opportunities. This
can be the responsibility of either the marketing or sales teams and requires a suitable sales process to
have been agreed upon
Customer Acquisition
4. Leads: A lead object is a person or a company that might be interested in your product or service. If the
rep qualifies a lead and decides to pursue it, the lead is “converted,” which automatically transforms it
into three objects: an account, a contact, and an opportunity.
5. Accounts: The account object represents a company. You can create account records for prospects,
customers, competitors, partners, or any other entities that makes sense for your business. An account
record contains—or connects to—all information about your interactions with the company, such
as in-progress and completed deals, your points of contact, and records of past interactions.
6. Contacts: The contact object stores information about people who work at the companies represented
by the account object. A contact record contains all relevant information about the person, such as
phone numbers, title, role in a deal. When a rep converts a lead, the information in the lead is
automatically transferred to the contact. As your engagement with a company widens and your reps
meet more people, they can keep creating additional contacts associated with the corresponding account
record
7. Opportunities: The opportunity object contains the information for every deal you’re tracking, such as
deal size and expected close date. The opportunity object is at the core of your sales process. To gain
visibility into your pipeline, you need to make sure that your reps (usually opportunity owners) diligently
track their deals and update the opportunity fields with accurate information. Opportunities can either
be generated from lead conversion or may be entered directly by the sales team. As described earlier in
this book, the structure of Salesforce requires account ownership to be established which sees inherited
ownership of the opportunity. Account ownership is usually the responsibility of the sales team.
Opportunities are worked through a sales process using sales stages where the stage is advanced to the
point where they are set as won/closed and become sales. Unless you use the product and pricebook
objects, we recommend that your opportunity name contains account name, product, and price—for
example, “Acme Inc.-Blue Series Router XT6800-$25,000.” If you do use the product object, put
all products into a single opportunity.
Salesforce Automation
8. Activities: Activities consist of the tasks, events, calls, and emails that make it possible to track every
customer interaction. Did you just have a phone conversation in which the customer agreed to certain
terms and conditions of an in-progress deal? Click Log a Call on the opportunity record to document any
agreements. Did a customer ask you to send some collateral? Log a task so that you won’t forget.
9. Sales (Won Deals): Opportunity information should be logged in the organization’s financial system.
Upon financial completion and acceptance of the deal (and perhaps delivery of the goods or service) the
post-customer acquisition process is then enabled where the account and contact can be recognized as a
customer.
Customer Service and Support Automation
10. Cases: the customer relationships concerning incidents and requests are managed by escalating cases
within the customer services and support automation suite.
18. Given a scenario, identify when to apply the appropriate sales productivity features
To convert leads:
When you convert a lead, Salesforce creates a new account, contact, and, optionally, an opportunity
using the information from the lead. Any campaign members are moved to the new contact and the lead
becomes read only. If an existing account and contact have the same names as those specified on the
lead, you can choose to update the existing account and contact. Information from the lead is inserted
only into blank fields; Salesforce does not overwrite existing account and contact data.
All open and closed activities from the lead are attached to the account, contact, and opportunity. You
can assign the owner of the records, and schedule a follow-up task. When you assign a new owner, only
the open activities are assigned to the new owner. If you have custom lead fields, that information can be
inserted into custom account, contact, or opportunity fields. Converted leads can't be viewed, although
they appear in lead reports. Salesforce updates the Last Modified Date and Last Modified By system fields
on converted leads when picklist values included on converted leads are changed.
Notes on Converting Leads
Conversion impact on workflow:
o You cannot convert a lead that is associated with an active approval process or has pending workflow
actions.
o Converting a lead to a person account cannot trigger workflow rules.
o If validation and triggers for lead convert are enabled in your organization, then converting a lead can
trigger a workflow action on a lead. For example, if there is an active workflow rule that updates a lead
field or transfers the owner of a lead, that rule can trigger when the lead is converted, even if the lead is no
longer visible on the Leads tab as a result of the conversion. Note that if a workflow rule creates a new task
as a result of a lead conversion, the task is assigned to the newly created contact and related to the
associated account or opportunity.
o When a lead is converted by someone who isn't the lead owner, all workflow tasks associated with the
lead that are assigned to that user, except email alerts, are reassigned to the lead owner. Workflow tasks
assigned to users other than the lead owner and lead converter aren't changed.
Conversion impact on campaigns:
o If the lead matches an existing contact and both records are linked to the same campaign, the campaign
member status is determined by whichever is further along in the lifecycle of the campaign. For example,
if the lead member status is “sent” and the contact member status is “responded,” the responded value is
applied to the contact.
o Related campaign information is always associated with the new contact record regardless of the user's
sharing access to the campaign.
27. Describe the capabilities of the Community application, such as Ideas and Answers
Community Application: It is under both answers and ideas, customize. One community serves answers,
ideas and Chatter Answers. This page allows you to create and edit communities for ideas, answers, and
Chatter Answers. Each community has its own unique ideas, questions and replies. You can also set data
categories under customize|data categories. But An administrator defines separate categories for their
ideas and answers communities. Answers|Data category Assignments
New: Idea Themes: lets you invite community members to submit ideas that focus on a specific topic so
that members can solve problems or propose innovations for your company. For example, to engage with
your community and create excitement around the launch of a new product, you can ask community
members to work together to create the product’s name. Community members collaborate and add
ideas to the idea theme, while you monitor their activities as they vote and comment on each other’s
ideas until they find a winner.
1) Create contests or ask for opinions
2) Encourage community collaboration
3) Select a winner
When you create an idea theme, you can add pictures, videos, and other multimedia content to
29. Describe the capabilities of activity management (two types of activities; events and tasks) Events
show up on your calendar have specific time associated with the. Task does not have specific time but
they have a date. This is the difference.)
Reminder pop ups only come up if the user is logs in
1. Calendar (two person button, to see all users calendar and great tool to find meeting time)
2. Schedule calls, meetings, tasks
3. Link activities to Contacts, Accounts and Opportunities
4. Schedule calls
5. Recurring activities
6. Complete activities
Once the scheduled time for an event passed, event automatically moved to the activity history.
(To upload an image to use in an App. Go to Documents and upload the image to “My Personal
Documents” folder, first. Then you can pull the image creating the app.) (Service Cloud logo must be
smaller then 20KB and “Externally Available” is checked) Any data that can be converted to .csv can be
imported to Salesforce)
31. Describe the considerations when importing, updating, transferring, and mass deleting data
3 steps to prepare for import:
1. Clean your data: Clean data is accurate, usable, credibility, which effects adoption. Duplicates confuse
analytics, get rid of the duplicates. Dirty data ruins the efficiency of sorting and filtering. When new
contacts or opportunities are entered it is impossible to choose between the duplicates (two
accounts). Correct spelling and punctuation errors. Enforce naming conventions. Fill in incomplete
records.
2. Prepare your import file:
a. Match the field names of columns to match Salesforce for easy mapping.
b. Add columns for the Owner record. If using import wizard it can be the Salesforce username. If using
import tools that use API this must be the Salesforce user id. If importing contacts, opportunities or other
objects that have parent records, need to add a column for the parent account id. If contacts, this could
be the account name, if using programs that uses API for contacts, must be Salesforce record id.
Use vlookup to match parent records with ids: Vlookup: Match Salesforce user ids to record owners.
Match Salesforce usernames to regular names. Match account ids to contacts and opportunities.
3. Prepare Salesforce:
a. Compare your import data to each Salesforce object. If you are tracking data that is not yet
captured, you need to create custom fields for data to go when it is imported.
b. Add values to picklists. New values will be imported but will not be available for future records
unless you add them to the list of all available values for the field. External id’s would be the unique
identifiers that are used in old system that you integrate with. Need to create a field prior to import
(Association member id)
4. Keep Data Clean in Salesforce: By automating the data entry process.
a. Data Validation Rules: to prevent users from entering in values outside a certain range. (Returns
an error message if expression returns “true”)
b. Picklists: To limit choices and so users don’t misspell. Help make data more accurate and
consistent by applying filters
c. Lookup fields: Custom lookup fields prevent users from creating duplicate records.
d. Workflow field updates and Formula fields: Can populate data automatically, removing
potential for manual error.
e. Record types and page layouts: can ensure that users see the values they need and the ones they
don’t.
Cleaning and preparing your data using excel (PMI-SFBAC)
In Salesforce with English as default, phone numbers are automatically formatted with () and – so do not
need it in my import file. Concatenate (A2, “ “, B2) or use text to columns to separate. All formatting will
be gone by saving .csv. Also .csv do not support formulas and only saves one sheet, current one.
Different import tools for different purposes:
1) Import Wizards: Admin Setup | Data Management| (Imports up to 50,000 accounts and contacts at a
time) (can prevent duplicate records) (Has an option to turn off workflow)(But do not allow the import of
opportunities) (Do not allow for export of data)
a. Import Accounts/Contacts
b. Import Leads
c. Import Solutions
d. Import Custom Objects
32. Given a scenario, identify tools and use cases for managing data
Before and import use a sample data, 5 records to check, first!!
Mass delete button (Setup | Data management | Mass delete records) to undo a bad Import. This
button allows you to delete up to 250 records at a time. (You can use created date (today) to search for
the imports)
o Remember to turn off any workflow that you don’t want to fire as a result of any newly created records
(exp. Email to finance when a new account is created, 50 record imports will fire 50 emails)
o Validation rules are in effect during a data import (Exp. If you have a validation rule that requires a state
name to be entered as a two letter code, any addresses that don’t follow this rule will fail on import) {This
does not apply to Leads import?} (yes it does)
o If importing sensitive data; check your data visibility settings (roles, profiles, sharing, rules) and set up
correct ownership before import
33. Describe the capabilities and implications of the data validation tools
Improve the quality of your data using validation rules. Validation rules verify that the data a user enters
in a record meets the standards you specify before the user can save the record. A validation rule can
contain a formula or expression that evaluates the data in one or more fields and returns a value of
“True” or “False.” Validation rules also include an error message to display to the user when the rule
returns a value of “True” due to an invalid value.
After you have defined validation rules:
1. The user chooses to create a new record or edit an existing record.
2. The user clicks Save.
3. Salesforce executes all validation rules.
If all data is valid, Salesforce saves the record.
If any data is invalid, Salesforce displays the associated error message without saving the record.
4. The user makes the necessary changes and clicks Save again.
You can specify the error message to display when a record fails validation and where to display it. For
example, your error message can be “The close date must occur after today's date.” You can choose to
display it near a field or at the top of the page. Like all other Salesforce error messages, validation rule
errors display in red text and are preceded by the word “Error.”
Important: Validation rules apply to all new and updated records for an object, even if the fields
referenced in the validation rule are not included in a page layout or an API call. If your organization has
multiple page layouts for the object on which you create a validation rule, verify that the validation rule
functions as intended on each layout. If your organization has any integrations that use this object, verify
that the validation rule functions as intended for each integration.
Examples of Validation Rules
Account Validation Rules
Contact Validation Rules
Opportunity Management Validation Rules
Quote Validation Rules
Call Center Validation Rules
User, Role, and Profile Validation Rules
Account Address Validation Rules
Date Validation Rules
Customize Managing Validation Rules
Number Validation Rules
Cross Object Validation Rules
Community Validation Rules (Answers and Ideas)
35. Describe the capabilities of Salesforce Content App (workspace is now content App) (It has 3 tabs:
Libraries, Content, Subscriptions)
(Setup | Customize | Salesforce CRM Content) then enable the app.
With Salesforce CRM Content you can organize, share, search, and manage content within your
organization and across key areas of the Salesforce application. Content can include all file types, from
traditional business documents such as Microsoft PowerPoint presentations to audio files, video files,
Web pages, and Google docs.
Rather than keep files in folders that make content difficult to find, Salesforce CRM Content stores files in
fully searchable file repositories known as libraries. Administrators can create multiple libraries based on
any classification, such as department name, job function, or team, and then configure user permissions
within the library to balance content access with security.
The powerful Salesforce CRM Content search engine scans the entire body of the document as well as
content properties such as the title, description, tags, categorization data, and author name. If Chatter is
enabled for your organization, you can also filter your search results by Chatter files. The “smart bar”
graphic for downloads, comments, ratings, and subscribers allow you to compare documents within a
search result set.
Each user must have a Salesforce CRM Content user license and certain user permissions. Users are given
access to content based on their library permissions. Note that every user has one personal library where
he or she can store private or in-progress content. Customer Portal and partner portal users can have
view-only access to your organization without a Salesforce CRM Content feature license (can also
download, rate, commend on and subscribe content). Portal users with a Salesforce CRM Content feature
license can access all Salesforce CRM Content features granted by their library permission(s), including
contributing content, moving and sharing content among libraries, and deleting content. They can also
view Salesforce CRM Content reports. The content delivery feature is not available to portal users.
Content types are the containers for custom fields; they determine which fields are available during the
publishing process and how the fields display on the content details page. All content types contain three
default fields: Description, Tags, and Title.
You can enable Salesforce CRM Content functionality for leads, accounts, contacts, opportunities, cases,
products, or custom objects by adding the Related Content related list to the appropriate page layout.
From the Related Content related list, users can search for and attach content that is relevant to the
record.
While setting up the user: Select Salesforce CRM Content User checkbox. Users need license to use
content. If Receive Salesforce CRM Content Emails as Alerts is selected, the user receives email
notifications if activity occurs on his or her subscribed content, libraries, tags, or authors. To receive real-
time email alerts, select this checkbox and do not select the Receive Salesforce CRM Content Alerts as
Daily Digest checkbox. If Receive Salesforce CRM Content Alerts as Daily Digest is selected, the user
receives a once-daily email summary if activity occurs on his or her subscribed content, libraries, tags, or
authors.
When this setting is enabled, the Create New > Content Pack option displays on the Libraries tab. Also,
from the content details page, users can clone and customize these documents or create new versions.
Content packs are powerful tools that help users efficiently share, customize, and reuse content. A
content pack is a collection of related documents or files that are stored as a group in Salesforce CRM
Content. Any file in Salesforce CRM Content can be added to a content pack.
The Related Content related list allows users to search for content in Salesforce CRM Content and attach
it to leads, accounts, contacts, opportunities, products, cases, and custom objects. To use the related list,
each user must add it to his or her page layouts for these objects.
On a custom object, clicking Find Content returns search results that contain the full custom object name
in the document's text or attributes. If no content meets this criterion, the search results will be empty
and a Search All search should be used instead.
36. Describe how folders can be used to organize and secure communication templates, dashboards,
reports, and documents
A folder is a place where you can store reports, dashboards, documents, or email templates. Folders can
be public, hidden, or shared, and can be set to read-only or read/write. You control who has access to its
contents based on roles, permissions, public groups, and license types. You can make a folder available to
your entire organization, or make it private so that only the owner has access.
o To access document folders, click the Documents tab. (A document library is a place to store files
without attaching them to accounts, contacts, opportunities, or other records. Each document in the
document library resides in a folder. The folder’s attributes determine the accessibility of the folder and the
documents within it.) (The Documents tab is not part of Salesforce CRM Content.)
o To access email template folders, click Your Name | Setup | Communication Templates | Email
Templates.
o To access report folders, click the Reports tab, or to manage all of your organization’s report folders,
click Your Name | Setup | Customize | Reports.
o To access dashboard folders, click the Dashboards tab.
You can modify the contents of a folder only if the folder access level is set to Read/Write. Only users
with the “Manage Public Documents” or “Manage Public Templates” can delete or change a Read Only
folder. Regardless of permissions or folder settings, users can't edit any unfiled or personal folders.
Controlling Access to Report Folders
Folder access is controlled by permissions. The following tables show the permissions that users must
have to access the three different types of report folders: public, hidden, and shared folders.
Public Folders
Controlling Access to Dashboard Folders
Folder access is controlled by permissions. The following tables show the permissions that users must
have to access the three different types of dashboard folders: public, hidden, and shared folders.
The following settings apply to folders with either of the following visibility settings:
o This folder is accessible by all users, including portal users
o This folder is accessible by all users, except for portal users
System admins could enable "Enhaced Folder Sharing" to have even more flexibility on who can read,
edit or create folders and reports through Setup - Customize - Reports and Dashboards - Folder Sharing
Different groups of users can be given different acces rights to folders
Filters Pane: Set the view, time frame, and custom filters to limit the data shown in the report. To drill
down. Max. 20 field filters per report!
You can use special date filters to make it more dynamic: exp: Last 7 days, last 7 quarters, last 7 years
Preview Pane: The dynamic preview makes it easy for you to customize your report. Add, reorder, and
remove columns, summary fields, formulas, and groupings. Change the report format and display
options, or add a chart.
The preview shows only a limited number of records. Run the report to see all your results.
4 types of report formats:
Tabular: (Contact mailing list, list of all accounts with a grand total, activity reports) (Simplest and fastest
listing of data without any subtotals) (can not be used to create groups of data or graphs) Can not be
used in dashboards.
Summary: (A listing of data with groupings and subtotal) (all opportunities for your team subtotaled by
sales stage and owner) (similar to tabular + graph data of raw + Graphs (can be used in dashboards))
Matrix: (A comparison of related totals, with totals by both row and column, Group data by row and
column) (Large amount of data and comparison with totals of both row and column, exp: opportunity by
month vertically vs account horizontally) (most detailed, most time consuming + graphs
(dashboards)) Use matrix reports when you want to see data by two different dimensions that aren't
related, such as date and product.
39. Describe the options available when creating and modifying dashboards
A dashboard shows data from source reports as visual components, which can be charts, gauges, tables,
metrics, or Visualforce pages. The components provide a snapshot of key metrics and performance
indicators for your organization. Each dashboard can have up to 20 components on a single page and
save up to 3 columns.
Charts, Metrics, Table, Gauges, Visualforce pages: All created from existing custom reports
Dashboards show data from source reports as visual components. Snapshot of key metrics and
performance indicators from your organization.
Each Dashboard has a running user, whose security settings determine which data to display in a
dashboard. All users with access to the folder see the same data, regardless of their personal security
setting.
Running user’s security settings only apply to the dashboard view. Once a user drills down into a source
report or detail page of the dashboard, the user will view the data based on his normal security settings.
(Implementing Business processes in SFDC to streamline the key business processes and automate)
41. Describe when workflow rules are evaluated
1. Only when a record is created: Evaluate the rule criteria each time a record is created. If the rule
criteria is met, run the rule. Ignore all updates to existing records. With this option, the rule never runs
more than once per record.
2. Every time a record is created or edited Evaluate the rule criteria each time a record is created or
updated. If the rule criteria is met, run the rule. With this option, the rule repeatedly runs every time a
record is edited, as long as the record meets the rule criteria. {You cannot add time-dependent workflow
actions with this option} Only immediate!!
3. When a record is created, or when a record is edited and did not previously meet the rule criteria
For a new record, run the rule if the rule criteria is met.
For an updated record, run the rule only if the record is changed from not meeting the rule criteria to
meeting the rule criteria.
With this option, the rule can run multiple times per record, but it won’t run when the record edits are
unrelated to the rule criteria.
Email alerts: 1000 limit per day for workflow and approvals, 2,000,000 limit on total email a day
44. Describe capabilities and use cases for the approval process
You can get approval notifications in Chatter instead of email.
Approval process: Allows specifying a sequence of steps that are required to approve a new record, can
also specify actions. There are two different wizards that we can use to create a new approval process: a
Jump Start Wizard and the Standard Setup Wizard. The Jump Start Wizard sets several default values for
us and only requires input for the most crucial fields: the approval assignment email template, filter
criteria to enter the approval process, and the designated approvers. The Standard Setup Wizard, on the
other hand, allows us to configure every possible option for our approval process.
Position record submitted for approval Initial submission action occurs Approval step#1,
Approver: Direct Mgr Rejected Final rejection actions occur
Approved Approval step#2, Approver:CEO Approved Final
Approval Action occurs
Rejected Final
rejection actions occur
46. Describe the installation and synchronization options of Salesforce for Outlook
The Salesforce for Outlook Sidepanel looks up the corresponding sender's emailaddress in Salesforce
Only objects with a Lookup field relationship are available as related lists.
So if you want to make an object available as a related list, create a new custom Lookup field that
relates to the other object. If object A has a Lookup field relationship to object B, then A can be
included as a related list on the detail page of object B.
The Lookup field itself does not have to be made visible on that object's page layout for the related
list to be made available.
Single relationship vs. many to many relationships:
When there is a lookup relationship b/w 2 objects, the related list on one object can only display
fields from the object to which it is directly related. It cannot span to other objects the way formulas
can.
Exp: Job application related list on candidate record can display any job application field but can’t
display any fields from Position object even though Job Application has look up relationship with
both Candidate and position objects.
But many to many relationships offer more flexibility:
Junction objects’ related list on one master object can display other master objects fields.
Exp: Call Employment website fields under position’s page layout because they are connected by the
junction object – job posting. (Do it by clicking the 0- on page layout.)
And vice versa: call position fields under Employment Website obj page layout. Under any position
record, Employment Website will show with detail.
When importing custom objects, solutions, or person accounts, you can use external IDs to prevent
duplicate records from being created as a result of the import operation.
An external ID is a custom field that has the “External ID” attribute, meaning that it contains unique
record identifiers from a system outside of Salesforce. When you select this option, the import
wizard will detect existing records in Salesforce that have the same external ID. Note that this
operation is not case-sensitive - for example, “ABC” will be matched with “abc”. This option also
allows the values in these fields to be indexed for search from the sidebar of the application. If not
checked you will be only able to search for records based on the candidate number field. Also setting
email field as an external id is also going to help us with importing data.
In the Salesforce CRM user interface, you can identify up to three (3) custom fields on an object as
being an external ID field. The field type must be a text, number, or email field.
If the field does not have "Unique" property, multiple records with same External ID value can be
created by Insert operation. Data Loader does not support autonumber as an external id field,
although you can use autonumber as an external id field.
When using an Import Wizard to import custom objects, solutions, or person accounts, you can use
external IDs to prevent duplicate records from being created as a result of the import operation.
The option to use an External Id for matching is not available for the Lead Import Wizard, nor the
Accounts & Contacts Import Wizard.
Salesforce apps:
Data-centric (app is centered around a DB, structured consistent info)
Collaborative (many users can share data and services, easy to access remotely)
Security & Sharing model (finely control a user’s access to different data)
Workflow rules (Used to auto assign tasks, update data, send email according to a business event,
creation or change of a business record)
Approval processes (Sets up a sequence of steps necessary for a record to be approved and by
whom)
Import these fields to Salesforce and even compare current Salesforce data to update
Inactive – Bad phone Number, email address or they are no longer with the company listed
By default – 300 additions per user license / per month but cleaning does not effect your limits.
Visualforce:
User interface technology, Visualforce pages can also be edited by force.com IDE
MVC – Model, View, Controller (Separate layers indexes can be set on database without regard to
business logic or maintenance can be performed individually)
Model: Object (master), Object (detail) {custom objects build inside the app by graphical tool}
View: Object overview page, List views page, detail page } all makes the UI. VF pages and
components are done by VF editor online or Force.com IDE. (HTML, Ajax, Javascript, Flex)
Controller: (Standard, Custom, Controller extensions) What happens when a user clicks delete
button = delete action {Apex controller or Force.com IDE}
Top Search bar – “Global Search” (will return all records from various types)
Side search bar uses fuzzy logic to search
(Ce*) – placeholder/wildcard value
Developer Force is a community of developers who customize and build applications that run in the
cloud and are built with the Force.com platform. Developer Force members have access to a full
range of resources, including sample code, toolkits, an online developer community, and the test
environments necessary for building apps
In a Force.com platform app, the form used to enter information is referred to as an edit page and
the read-only view of that information is referred to as a detail page. Because Force.com platform
apps are delivered in a Web browser, they use links to provide navigation to related data.
Two huge benefits start to come into focus when you look at Force.com platform apps: they're data-
Sites enables you to create public websites and applications that are directly integrated with your
Salesforce organization—without requiring users to log in with a username and password. You can
publicly expose any information stored in your organization through pages that match the look and
feel of your company's brand. Because these sites are built and hosted on the Force.com platform
servers, there are no data integration issues. And because sites are built with Visualforce pages on
the platform, data validation on collected information is performed automatically.
Users with the "Manage Users" permission enabled on their profile (under Administrative
permissions) are considered administrators.
Logo’s and pictures must be under Documents tab to be uploaded.
Custom Object Creation:
Label: (Position, Case)
Plural Label: The name shown in tabs, (Positions, Cases)
Object name: is used when referencing the object via the API or (App Name)
Record Name and Format (Data Type): It is the name that appears in page layouts, key lists, related
lists, lookups, and search results. (Position Title, Case Name) (either: Text or Auto number)
Choose the user profiles for which this custom app will be visible in the Force.com AppExchange
menu. You may specify this custom app as the default custom app of a profile, meaning that new
users who have the profile will see this custom app when they log in for the first time.
Allow Reports
Selecting this option makes the data in the position records available for reporting purposes. The
platform comes with a large number of standard reports, and users can also create custom reports
by using a simple yet powerful report builder.
Allow Activities
Selecting this option allows users to associate tasks and scheduled calendar events with a particular
position. For example, a user can create a task, such as “Update salary range for Sr. Developer
position,” and specify attributes such as priority, due date, and status. The user can then handle the
task or assign it to someone else.
Track Field History
Selecting this option allows the platform to automatically track edits to position records, such as
who changed the value of a field, when it was changed, and what the value of the field was before
and after the edit. History data is available for reporting, so users can easily create audit trail reports
Below two options are available only when you're creating a new custom object. If you later decide
to go back and edit some of the details about your custom object, you won't see them. But what do
they do?
1. Enabling notes and attachments for an object means you can attach external documents to any
position record, in much the same way that you can add a PDF or photo as an attachment to an
email. It's handy functionality, so select it.
2. Launching the New Custom Tab wizard does exactly what it says—it's a shortcut to launching the
tab wizard after we've saved our Position object, and will save us a few clicks if we know that we
need a tab. (Every object that appears as a tab must have a unique color scheme and icon. This color
scheme is what identifies the object, not only on its tab but also in different places in the user
interface, such as in related lists and search results.)
Side quick access menu can be seen because you have the “Customize Application” permission,
which allows you to create apps, objects, tabs, and fields. Users who don't build apps, like those with
the Standard User profile, won't see this menu.
Up to 2 Master detail relationships and 25 total relationships
A related list is a list of records or other components that are associated with whatever we're
viewing. Related lists appear in both the main application and in the Setup areas and represent a
relationship between the items that appear in the related list and the object or record that we're
viewing in the detail area. Anything that appears in an object's related list is directly related to that
object.
Currency: Length=# of digits to the left of the decimal point, decimal places=# of digits to the right.
100,000.00 = (6,2)
Similar to currency fields, once you define a field as a checkbox, you can't change it to any other type
Date fields are great because they automatically include a popup calendar interface from which
users can select a day without any typing—yet another built-in feature
Field dependencies (depended picklists) are filters that allow us to change the contents of a picklist
based on the value of another field. For example, rather than displaying every value for Country in a
single picklist, we can limit the values that are displayed based on a value for another field, like
Continent. That way our users can find the appropriate country more quickly and easily.
Picklist fields can be either controlling or dependent fields. A controlling field controls the available
values in one or more corresponding dependent fields. A dependent field displays values based on
the value selected in its corresponding controlling field. In the previous example, the Continent
picklist is the controlling field, while the Country picklist is the dependent field.
Continent → US, Asia, Antarctica, Australia… (Country)
Object | Custom Fields & Relationships | Field Dependencies | New | Functional Area (Controlling)
and Job Level (Dependent) {Dependent area grays out until a controlling field is chosen, and i shows
dependent on functional area}
Custom formula fields: we could define a field that looked at information that was already entered
into the system and then told us something new about it? Think of a custom formula like a
spreadsheet formula that can reference other values in the same data record, perform calculations
on them, and return a result. However, instead of using cell references, you use merge fields, which
serve as placeholders for data that will be replaced with information from your records, user
how many days a position has been open (Open Days) = TODAY() - Open_Date__c (But what if the
position is closed then days a position is open will grow everyday. When there is a Closed_Date__c
we want to use it instead of the Open_Date__c. So, need a logic test: The IF() function allows us to
perform a test and then return different values depending on whether the result of the test is true
or false. This does not show in the new position creation because it does not require any input from
the user.
IF (logical_test,
value_if_true,
value_if_false)
IF (ISBLANK (Close_Date__c) ,
TODAY () - Open_Date__c ,
Close_Date__c - Open_Date__c)
ISBLANK () takes a single field and returns true if it does not contain a value and false if it does
Giving Fields Dynamic Default Values: Hire By = Today() + 90 (define a custom formula that takes the
date the position is created and adds 90 days)
Validation rules verify that the data a user enters in your app meets the standards that you specify. If
it doesn't, the validation rule prevents the record from being saved, and the user sees an error
message that you define either next to the problematic field or at the top of the edit page
If the error condition evaluates to True, the validation rule prevents the record from being saved
For our next validation rule, let's ensure that Close Date has a value whenever the Status field is set
to Closed - Filled or Closed - Not Approved.
Ans:
Our error condition is true whenever:
Close date is not specified AND Status is “Closed – Filled” OR “Closed – Not Approved”
ISBLANK() takes a single field or expression and returns true if it doesn't contain a value.
Close Date is Not Specified translates to:
ISBLANK( Close_Date__c )
ISPICKVAL() takes a picklist field name and value, and returns true whenever that value is selected
“Status is ‘Closed - Filled'” translates to:
ISPICKVAL( Status__c , "Closed - Filled") or it can be TEXT(Status__c) = “Closed - Filled”
ISBLANK(Close_Date__c) &&
(ISPICKVAL(Status__c , "Closed - Filled") ||
ISPICKVAL(Status__c , "Closed - Not Approved"))
A page layout controls the position and organization of the fields and related lists that are visible to
users when viewing a record. Page layouts also help us control the visibility and editability of the
fields on a record. We can set fields as read-only or hidden, and we can also control which fields
require users to enter a value and which don't.
Page layouts should never be used to restrict access to sensitive data that a user shouldn't view or
edit. Although we can hide a field from a page layout, users can still access that field through other
parts of the app, such as in reports or via the API. We can also determine which fields are required
First Name, Last Name, and Email—have the External ID option selected. This option allows the
values in these fields to be indexed for search from the sidebar of the application. If we didn't select
these values as external IDs, we'd only be able to search for records based on the Candidate Number
field. Setting the Email field as an external ID is also going to help us with importing data a little later
in this chapter.
Creating the junction object – job application:
Although these fields are almost identical to the ones we created earlier, you'll notice when you're
defining the lookup relationship fields that there's a new step in the custom field wizard Step 6: Add
Custom Related Lists. This step of the wizard is where we can specify a heading for the Job
Applications related list that will show up on both the Candidate and Position detail pages.
Why didn't we see this step earlier when we created our Hiring Manager lookup field? It turns out
that User is a unique standard object: it doesn't have a tab, and you cannot add related lists to it.
The platform knows this, so it leaves out the related list step whenever someone adds a lookup
relationship field that references the User object. Now, Job application related list is shown under
both Positions and Candidates.
Default Candidate Lookup on the Job Application Object (Search Layouts)
Likewise, the Job Applications related lists on the Position and Candidate detail pages only display a
job application number. It is much more useful if these related lists also include the associated
candidate's name or position.
To fix these issues, we can add fields to the search layouts for the objects that we've defined. Search
layouts are ordered groups of fields that are displayed when a record is presented in a particular
context, such as in search results, a lookup dialog, or a related list. By adding fields, we can give
users more information and help them locate records more quickly.
The Search Layouts related list on the custom object detail page is the place to modify these sets of
fields. Go to Your Name | Setup | Create | Objects and select the Candidate object. You'll see that
the available search layouts include the following: (Under the related lists part of the object –
Candidate)
ロ Search results: Override the search result column customizations for all users
The Edit Search Layout page includes a list of available fields from the Candidate object. You can
choose up to ten fields to include in the lookup dialog, and order them in any way you choose,
except that the object's unique name or number field (such as Candidate Number) must be listed
first.
For Review object that connects to Job Application, we do not create a tab at the object creation
part because we do not need it to be searchable or in recent items side bar. We are also using Maser
detail relationship to set reviews to job application.
Notice that we didn't launch the tab wizard this time. Reviews don't need a tab of their own because
they can be accessed via a related list on the Job Application detail page. When you create an object
with a tab, the platform provides access to that object's records in various places other than just the
tab, such as in search results and the Recent Items list in the sidebar area of every page. Because
most Recruiting app users won't need to see reviews unless it's in the context of a job application,
we don't need to create a separate tab for them.
Now that your master-detail relationship is in place, let's think about the other types of fields that
would be useful to people looking at a review record.
Most likely, users will want to see the name of the candidate and the position for which they are
being reviewed. We could create a lookup relationship to the Position and Candidate objects, and
then require reviewers to enter those fields when creating a review record, but what if they select
the wrong value? Besides, wouldn't it be better if these fields were somehow automatically
populated?
To solve this, we'll tap into the synergy of formulas and relationships to create cross-object
formulas. Cross-object formulas are formulas that span two or more objects by referencing merge
fields from related records. This means that formulas on our Review object can access fields on the
The HYPERLINK function lets you create a hyperlink to any URL or record in Salesforce. The text of
the hyperlink can differ from the URL itself, which is useful here because we want our hyperlink to
display the first and last names of the candidate while the URL points to the candidate record itself.
We want to be able to go to candidate’s profile so that’s why we use hyperlink.
Delete url from the HYPERLINK function you just inserted, but leave your cursor there.
Click the Insert Field button, and select Review >, Job Application >, Candidate >, Record ID, and click
Insert.
Salesforce generates a unique ID for every record. By inserting the record ID of the candidate in our
HYPERLINK function, we're enabling our formula field to locate and link to the candidate's record.
Delete friendly_name from the HYPERLINK function, but leave your cursor there.
Click the Insert Field button, and select Review >, Job Application >, Candidate >, First Name, then
click Insert.
Enter a space, then click the Insert Operator button and choose Concatenate.
The Concatenate operator inserts an ampersand (&) in your formula, and joins the values on either
side of the ampersand. Here we're going to use the Concatenate operator to join the first and last
names of the candidate in a single field, even though they are stored in separate fields on the
Candidate object. The Concatenate operator also lets us insert a space between the two names, as
you'll see in the next step.
Enter another space, then type a blank space enclosed in quotes, like this:
""
This appends a blank space after the first name of the candidate.
Enter a space, then click the Insert Operator button and choose Concatenate once more to add a
second ampersand in your formula.
Click the Insert Field button, and select Review >, Job Application >, Candidate >, Last Name, then
click Insert.
Delete [ target ] from the HYPERLINK function. This is an optional parameter that isn't necessary for
our formula field.
Click Check Syntax to check your formula for errors. Your finished formula should look like this:
The good news is that we can! A simple roll-up summary field on the Job Application object can
summarize data from a set of related detail records and automatically display the output on a
master record. Use roll-up summary fields to display the sum, minimum, or maximum value of a field
in a related list, or the record count of all records listed in a related list.
When creating a field on an object that is not the master in a master-detail relationship, the Roll-Up
Summary data type is not available. This is because roll-up summary fields are only available on the
master object in a master-detail relationship. (Roll-up type : COUNT, SUM, MIN, MAX)
Roll-up summary fields themselves don't allow you to average values together, but you can use
them in formulas that do. Let's create a second roll-up summary field on the Job Application object,
and then build a simple formula field that uses both roll-up summary fields to find the average
rating.
Number of reviews field: Under Select Roll-Up Type, select COUNT.
We don't need to specify a Field to Aggregate this time since we're just counting the number of
related detail records and are not interested in any specific field.
Average Rating:
Choose Job Application >, then Number of Reviews, and click Insert. Your formula should look like
this:
Total_Rating__c / Number_of_Reviews__c
To update the Reviews related list that appears on the Job Application detail page, we'll have to edit
the related list directly on the Job Application page layout. This is different from how we added
fields to the Job Application related list on the position and candidate detail pages because the
Review object doesn't have an associated tab, and therefore, doesn't have a tab search layout.
Remember—the tab search layout is responsible for both the fields that appear in the list on the tab
home page and the default fields that appear in related lists on other object detail pages.
The tab search layout is responsible for the fields in the related list layout only if the related list
properties have not been modified on other objects' page layouts. For example, if you modify the
properties of the Job Application related list on the Position page layout, those changes will always
override the field specifications of the Job Application tab search layout.
Because the Review object doesn't have a tab search layout, we have to set those fields another
way.
Click Your Name | Setup | Create | Objects.
Click Job Application.
In the Page Layouts related list, click Edit next to Job Application Layout.
On the Job Application page layout, locate the Reviews related list and click the wrench icon () to
edit its properties.
On the Related List Properties dialog box, add the following fields to the Selected Fields box:
Review Number
Rating
Candidate
Campaign – allows users to manage and track outbound mARKETING ACTIVITIES: DIRECT MAIL,
ROADSHOW, ONLINE ADVERTISING…
STEPS:
1) planning 2) setup 3) Creation 4) Execution 5) Responses 6) Effectiveness
Campaign responses: web to lead, import a list of leads or contacts, manual response recorded
Lead management: lead owner, last name, company, lead status ( open, working, closed), lead
source (web, phone…)
Lead process: Agreeing and implementing the steps and field values that are to be recorded by the
sales and marketing teams during the lead lifecycle)
Web to lead – up to 500 leads a day
Lead queue: storage location to group leads together untul they are assigned or accepted by users
or transferred to another queue.
Lead conversion – object account, contact, opportunity record
Converted leads no longer be viewed in Leads tab, only way to view them is to create a lead report.
Use filter in report “Converted equals true”
The Recycle Bin link in the sidebar lets you view and restore recently deleted records for 15 days
before they are permanently deleted. Your recycle bin record limit is 25 times the Megabytes (MBs)
in your storage. For example, if your organization has 1 GB of storage then your limit is 25 times
1000 MB or 25,000 records. If your organization reaches its Recycle Bin limit, Salesforce
automatically removes the oldest records if they have been in the Recycle Bin for at least two hours.
You have the ability to attach files up to a maximum of 10MB per e-mail.
Product, as its name implies, is a product or service that you sell to customers. Products are the
individual line items that make up an opportunity.
Products: Individual items that you sell on your opportunities. All prod- ucts belong to one universal
product catalog. After you create a product, you can associate it to one or multiple price books with
identical or dif- ferent prices. For example, you may use multiple price books if you use one set of
prices when selling to qualified non-profit agencies and a dif- ferent price list for companies in the
private sector.
A product can have an associated schedule based on quantity, revenue, or both. If you currently sell
products and break out schedules to fore- cast revenue recognition or for planning, you can use
Salesforce to reflect important schedules for products linked to opportunities.
Price book: A collection of products and their associated prices. A product with its associated price is
called a price book entry. You can also create custom price books based on your unique sales model.
You can associate a price book, add products, and build schedules on an opportunity through the
Products related list on an Opportunity detail page.
If your company wants to track shipping dates with Salesforce, you need to enable quantity
Forecasts are generated from opportunities that all members of sales teams manage. And because
Salesforce understands that reps and managers sometimes need flexibility to make judgment calls
on fore- casts, Salesforce allows for overrides on totals so that submitted forecast numbers are as
accurate as possible.
Your organization must have customizable forecasting enabled before territory management can be
turned on
Records are the high-level data elements (such as accounts, contacts, and opportunities) that are
stored in the Salesforce database. Each of the tabs corresponds to a type of record. Records consist
of fields.
Page layouts is a feature that allows you to control the way a page is dis- played to users.
Search layouts is a feature that allows you to control the way search results are displayed to users.
Search layouts correspond to the organi- zation of columns that are displayed on a search results
page, lookup dialog page, or record home page in Salesforce.
Processes is an option that allows you to build various sales, marketing, and service processes in
Salesforce that you want your reps to follow. Certain records (namely leads, opportunities, cases,
solutions, con- tracts, and activities) each have a standard drop-down list used for defining
processes.
Record Types are a feature that allow you to offer certain business processes and subsets of drop-
down lists to users based on their profiles. Not to be confused with a type of record (such as an
account or contact), a record type when used with page layouts and profiles can make only some of
the drop-down list values available to users within a profile.
Try adding a filter when editing the dashboard by clicking Add Filter. A filter lets you see different
views of dashboard data based on filter conditions. You can add up to three filters per dashboard
with up to 10 conditions on a filter. For example, you can filter the entire dashboard by the Invoice
Statement: Status field. This will show you total and daily merchandise sold for each invoice status.
Instead of filtering at the report level, you directly manipulate dashboard data.
Consider the following information when planning and implementing data categories for your
organization:
You can create up to three category groups with a maximum of five hierarchy levels in each group.
Each category group can contain a total of 100 categories.
If you want to use data categories in an answers community, after creating your category group you
must assign it to a community at Your Name | Setup | Customize | Answers | Data Category
Assignments. You can only assign one category group to an answers community. Salesforce
Knowledge supports multiple category groups.
Even though you can create up to five hierarchy levels of categories in a category group, only the
first level of categories is supported in your answers community. Child categories below the first
level are not displayed in the community, and community members can't assign these child
categories to questions. Salesforce Knowledge supports a hierarchy of data categories.
Custom formula fields are not tied to any particular currency. If the result of a formula field is a
currency amount, it displays in the currency of the associated record. This is also true for cross-
object formulas that reference merge fields with different currencies, and formulas in workflow
rules and approval processes. However, note that workflow rules and approval processes that use
filters instead of formulas convert all currency values to the corporate currency.
By default, all lookups behave as standard lookups. When searching for records with a standard
lookup, only the fields listed in Lookup Search Fields are queried. Standard lookups return up to 50
Now joint reports can be printed and exported up to 2000 records in excel
Tags are words or short phrases that you can associate with most Salesforce records to describe and
organize their data in a personalized way. Use tags to group records from various objects by a
common topic or use, and then use those tags in search to make finding information fast and
intuitive.
For example, if you met a number of contacts and leads at a conference, you might tag them all with
the phrase User Conference 2011. You could then search for the User Conference 2011 tag and click
that tag in search results to retrieve those records.
Salesforce supports two types of tags.
Personal tags are private. Only you can view any personal tags that you add to a record.
Public tags are shared among all users in an organization. Any user with access to the record can
view the public tags that you add.
Administrators can enable personal and public tags for accounts, activities, assets, campaigns, cases,
contacts, contracts, dashboards, documents, events, leads, notes, opportunities, reports, solutions,
tasks, and any custom objects (except relationship group members), allowing you to:
Tag records
Remove tags from a record
Browse, search, and manage tags
When you enable tags, you can also add them to a page layout by editing the page layout directly.
See Customizing Page Layouts.
Search results and the Tags page don't display custom objects that don't have an associated tab,
even if tags are enabled for the custom object. If you want custom object records to appear in
search results or on the Tags page, you must create an associated tab. The tab doesn't have to be
visible to users.
Customer Portal users can't view the tags section of a page, even if it is included in a page layout.
Description
Why are Escalation Rules not triggering?
Resolution
Often times, when setting up escalation rules you will want to include an ownership field within that
rule. When doing so you will need to keep some potential issues in mind.
1. Assignment Rules that transfer inbound cases from your web to case to a queue or a potential
owner will evaluate the escalation rule and then assign the case.
Example:
Once a case is submitted, it will move through the escalation rules and trigger if it meets a criteria.
Afterward, the case will be evaluated by the Assignment Rules and be redirected accordingly. If the
escalation rule included a filter that referenced ownership after the assignment, the escalation will
not be triggered.
Example:
An escalation rule dictates that any cases owned by User 2 will be escalated after 30 minutes.
A case is owned by User 1. The case is then manually transferred from User 1 to User 2. This does
not modify the record and does not change the last modified date. Hence, the escalation rules are
not triggered.
If you opt to have Ownership involved with your escalation rules, you will need to include any users
that may transfer these records to another user.
Connection Finder (Salesforce to Salesforce) allows you to email surveys to find out if your partners
are Salesforce customer
If a user accesses a login URL that does not contain a unique identifier of a specific Customer Portal,
then they are automatically directed to the login URL of the first Customer Portal you created – True
Division on individual records—Division is a field on individual records which marks the record as
belonging to a particular division. A record can belong to a division that the administrator creates, or
it can belong to the standard “global” division which is created automatically when your
organization enables divisions.
Default division for a user—Users are assigned to a default division that applies to their newly
created accounts, leads, and custom objects that are enabled for divisions.
Working division—If you have the “Affected by Divisions” permission, you set the division in which
you want to work using a drop-down list in the sidebar. Then, searches will show only the data for
your working division. You can change your working division at any time. If you do not have the
“Affected by Divisions” permission, you do not have a working division; you always see records in all
divisions.
The organization IDs of your sandboxes differ from your production organization ID, and will change
each time your sandbox is refreshed.
Salesforce stores sandbox organizations on several instances. When a sandbox is created or
refreshed, an instance is selected for your sandbox, so your sandbox may appear on different
instances and have different URLs.
When data that contains object IDs is copied from your production instance into your sandbox, the
object IDs in your sandbox match the object IDs in your production instance. However, data created
in your production instance or sandbox will not contain matching object IDs.
Full copy sandboxes have the same storage limit as your production organization.
Configuration-only sandboxes have a 500 MB storage limit.
Developer sandboxes have a 10 MB storage limit.
Sandboxes don’t send email notifications when storage limits are reached. However, if you reach the
storage limit of your sandbox, you cannot save new data in your sandbox.
Role hierarchies don't necessarily need to match your org chart exactly. Instead, each role in the
hierarchy should just represent a level of data access that a user or group of users needs. For
example, suppose your organization employs a corporate lawyer who needs to access all of the
records in the app. One easy way to accomplish this is by assigning the lawyer to the CEO role in
Profile you do
Role you see
Custom report types allow you to build a framework in the report wizard, from which users can
create and customize reports. You build custom report types off of the relationships (master-detail
and lookup) between objects so that you can:
o Choose which standard and custom objects to display to users creating and customizing reports
o Define the relationships between objects displayed to users creating and customizing reports
o Select which objects' fields can be used as columns in reports
Each value in the opportunity Stage picklist is automatically mapped to a Probability and value in the
Forecast Category picklist. Change the Stage of an opportunity and the Probability as well as the
Forecast Category changes with it.
Schedule Type: Defines whether the product revenue or quantity will be divided into multiple
installments or repeated for multiple installments.
Installment Period: Sets the interval for installments; for example, Weekly, Monthly.
Number of Installments: Number of installments in the schedule.
Default lead owner: The user or queue to which leads will be assigned if the active assignment rule
fails to locate an owner.
Match the automation rules with the order in which they are processed:
1. Validation Rules
You can create criteria based sharing rules for accounts, opportunities, cases, contacts, and custom
objects.
From <http://salesforce-certification-notes.blogspot.be/?view=classic>